Program assistant Jobs in Baltimore, MD

Program Coordinator

The Program Coordinator is a full participant of the ACT Team responsible for organizing, coordinating, and monitoring all nonclinical operations under the direction of the Program Manager. Will provide administrative duties including triaging all phone calls, coordinating communication between the team and people being treated, and deescalating situations from clients and their families/natural supports who are upset with the team and/or need answers to pressing issues. The Program Coordinator is responsible for organizing, coordinating, and monitoring all non-clinical operations of ACT, including managing the creation, storage, and flow of Protected Health Information, maintaining accounting and budget records for individual and program expenditures, coordinating communication and the implementation of policies and procedures. The Program Coordinator (PC) coordinates administrative functions with the Team's Program Manager to ensure the team meets its performance outcomes as defined by the Maryland Department of Health Behavioral Health Administration, Local Behavioral Health Authority, Administrative Service Organization, Core Service Agency, the Joint Commission, Senior Staff, as well as any federal, state or local contracting standards. Working in collaboration with the Team, the ACT Division Director and the ACT staff, the PC ensures the effective clinical and administrative operation of the team to promote the effective treatment of ACT service clients.

Specific Responsibilities:

• Creates, reviews, and analyzes practice management reports for corrective measures.
• Monitor, maintain, and control all office and clinical supplies related to the operation of the ACT Office and related equipment.
• Exercises sound business and fiscal management principles in matters related to the operation of the team.
• Coordinates with the Program Manager to direct team members to complete daily service delivery to clients and ensures clients receive services based on their current needs.
• With the Program Manager; prepares data for daily meetings and contributes to ad hoc decision-making.
• Maintains a written daily log that contains a roster of the clients served in the program and a brief documentation of any treatment or service encounters that have occurred during the last 24 hours. (A concise, behavioral description of the client's status will be kept by the ACT Program Manager)
• Coordinates the intake of new clients in collaboration with the Program Manager or designated intake specialist.
• Shares in daily office operational responsibilities with in-house team members
• Ensures the team functions in accordance with State licensing standards for ACT.
• Completes and delivers, within expected timelines, all materials requested by Behavioral Health Administration, Local Behavioral Health Authority, Administrative Service Organization, Core Service Agency, and Senior Staff.
• Provides emergency back-up to team members within capabilities.
• Responds to emergency and crisis situations to ensure team members' safety, within capabilities, and produces incident reports in accordance with procedures and practice.
• Identifies, recommends, and implements practice needs: services, equipment and facilities.
• Track and coordinate in conjunction with the psychiatrist and nurses all medication deliveries to the office as well as to client's homes.
• Monitor, track, and maintain relationships with Drug Representative to assure ample supply of samples of important psychiatric medications.
• Establish and maintain rapport with local pharmacies to assure cooperation of medications to meet client needs.
• Maintain and track pharmacy vouchers paid from the PEP emergency fund to assure attainment of medications for clients.

Education, Work Experience and Job Requirements:

• At least three years of administrative experience in a healthcare organization, providing services to adults with serious mental illness a plus.
• At least two years of experience working on a multidisciplinary team.
• Bachelor's degree or relevant experience can be substituted for a degree.
• Experience working in healthcare settings that provides services to clients in the community a plus.
• Understanding of the authorization process for behavioral health.

Note: Information contained in this description is a summary of the assigned duties and not inclusive of all requirements that may be assigned. Additional duties may be assigned on an as needed basis.